Tallie How-To: Cash Advance Workflow & Expense Reports in QuickBooks Desktop

Automating your expense reports with Tallie is easy. Our bi-directional integration with QuickBooks Desktop forms an intuitive and customizable expense management solution. If you are a QuickBooks Desktop user who wants to create cash advances for your employees, here is the recommended workflow. This article will cover:

  1. How to create a cash advance account in QuickBooks Desktop.
  2. How to create and pay the cash advance.
  3. How to create the credit.
  4. How to apply the credit to the expense report.

1. To create a cash advance account in QuickBooks Desktop:

Open the Lists menu and click Chart of Accounts.

Click the Account button in the lower left corner, then click New.

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Select Other Account Types, then choose Other Current Assets, then click Continue.

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Complete the details for your account (name and description.) We recommend naming it “Employee Cash Advance.”

Click Save.

2. To create and pay the cash advance:

Click on Enter Bills under the Vendors drop-down menu.

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Input the amount you want to pay your employee, then map it to the Employee Cash Advances account.

Click Save and close.

Next, click on Pay Bills under the Vendors drop-down menu.

Check the box next to your newly created bill, then click the Pay Selected Bills button to cut the check.

3. To create the credit:

Click Enter Bills under the the Vendors menu, then select the Credit button.

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Enter the amount of the cash advance, and assign it to the employee. Be sure to map it to your Employee Cash Advances account once again.

Click Save and close.

Check Your Work:  Click Lists and then Chart of Accounts.

Make sure that the Bill and Vendor Credit are both present and that the Employee Cash Advances Account has a zero balance.

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4. To apply the credit to Tallie’s exported bill:

After your employee spends the advance, they will submit their expense report in Tallie. Approve the report to export it to QuickBooks Desktop.

Open QuickBooks Desktop and click the Pay Bills icon on your Home.

Find your employee’s expenses beside their available credit.
• If your employee spent more than the total cash advance, the excess will be paid with the bill.
• If your employee spent less than the total cash advance, the remaining credits can be kept to use later.

NOTE: You may also ask the employee to pay back the difference right away. In some states, terminated employees are not legally obligated to repay any advances or loans to their ex-employers.

Check the box next to the bill, then click Set Credits.

Check the box next to the credit, then click Done.

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Now that the credit is applied, click Pay Selected Bills. The bill should now be marked as paid.

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Want to take advantage of our integration with QuickBooks Desktop? Automate your expense reports with Tallie FREE for 14 days – no credit card or commitment required. Care for a walkthrough by a trained expert first? You can schedule a free Tallie product demo with one of our experts.

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